Subcontractor Compliance Register Template
Track every subcontractor's insurances, licences and documents with expiry dates, so no one starts on site non-compliant.
Download free (.xlsx)Before a subbie starts, you need their insurances, licences and key documents — current and on file. This register tracks what's required, what's been received and when it expires, so gaps surface before they become liabilities.
What's inside
- Subcontractor, trade and contact
- Public liability and workers comp with expiry dates
- Licences / accreditations with expiry
- SWMS received, induction complete
- Overall status and notes
Columns
| Subcontractor | Trade | Public Liability Exp. | Workers Comp Exp. | Licence / Accred. | Licence Exp. | SWMS Received | Inducted | Status | Notes |
|---|---|---|---|---|---|---|---|---|---|
| Sparkies Co | Electrical | 2027-03-31 | 2026-12-31 | Electrical contractor licence | 2027-01-15 | Yes | Yes | Compliant | |
| Concrete Pros | Concreting | 2026-07-10 | 2026-11-30 | N/A | Yes | No | Action | PL expires <30 days; induction pending |
How to use it
- Sort by expiry date and chase anything within 30 days — an expired policy mid-project is a serious exposure.
- No SWMS or induction = no start on site. Make it a hard gate.
- Keep the actual documents linked to the register so an auditor (or your AI) can verify, not just trust the row.
Frequently asked
What documents do I need before a subcontractor starts on site?
Typically current public liability and workers compensation insurance, relevant trade licences or accreditations, task-specific SWMS, and a completed site induction. Requirements vary by trade and state, so confirm against your contract and regulator.
How do I track subcontractor insurance and licence expiry?
Keep a register with an expiry-date column for each document and review it weekly, chasing anything within ~30 days of expiry. Linking the actual document to each row lets you verify currency rather than relying on memory.
From template to system
This template captures the data by hand. Alloovium reads it straight from your project documents, keeps it current, and checks it against your compliance gate automatically.
See how it worksRelated questions
General template for Australian construction — not legal advice. Tailor it to your project and verify jurisdiction-specific requirements with the relevant regulator.